OVERVIEW

The 'Document Management and Mailing System' provides an automated means of managing your documents to create a paperless office environment. This system will take care of activities such as marking, tracking and filing of documents including incoming/outgoing mails and office memos etc.

FUNCTIONS

1. To convert incoming and outgoing mails and associated documents into electronic format.
2. To manage mail movements from on person to another within the same premises or otherwise.
3. To create folders and file mails in them appropriately.
4. To manage access rights to mails and associated documents, remarks and folders.

ADMINISTRATION

This module has two major functions

1.  Parameter Definitions

• Offices/Campuses
• Departments
• Designations
• Personnel, etc.

2.  Rights for various activities.

MAIL DESK

This module will be installed at the mail desk terminal at each premises and will perform the following functions.

1.  Adding and disbursing incoming mails.
2.  Adding outgoing mails
3.  Creating folders and filing mails in appropriate folders.

MAIL BOX

This module will be installed on terminals used by personnel and will perform the following functions.

1.  Reading/viewing disbursed/marked mails and associated documents.
2.  Marking mails to personnel within same premises.
3.  Dispatching mails to personnel in other premises.
4.  Replying to received mails as a result of marking or dispatching.
5.  Tracking a marked/dispatched mail.
6.  Searching and re-viewing mails.
7.  Making mail copies.
8.  Creating and viewing folders.
9.  Filing mails in appropriate folders.

SYSTEM FEATURES

• Access rights to mails, documents and folders.
• Permission for various tasks on group basis.
• Data encryption to maintain document security.
• 'Read Receipts' in case of marked/dispatched mails in the form of electronic signatures.